Minutes of Council - 25 September 2017

Palmerston North City Council

Minutes of the Council Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 25 September 2017, commencing at 9.00am

Members

Present:

Deputy Mayor (Tangi Utikere) (in the Chair) and Councillors Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.

Apologies:

The Mayor (Grant Smith) (on Council Business), Councillor Brent Barrett (on Council Business), Councillor Gabrielle Bundy-Cooke and Councillor Leonie Hapeta (on Council Business).

140-17

Apologies

Moved Tangi Utikere, seconded Rachel Bowen.

RESOLVED

1. That Council receive the apologies.

Clause 140-17 above was carried 12 votes to 0, the voting being as follows:

For:

Councillors Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

141-17

Confirmation of Minutes

Moved Tangi Utikere, seconded Vaughan Dennison.

RESOLVED

1. That the minutes of the ordinary meeting of 28 August 2017 Part I Public, the extraordinary meeting of 4 September 2017 Part I Public and the extraordinary meeting of 18 September 2017 Part I Public be confirmed as true and correct records.

Clause 141-17 above was carried 11 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Abstained:

Councillor Aleisha Rutherford.

Reports

142-17

Work Schedule

Moved Aleisha Rutherford, seconded Karen Naylor.

RESOLVED

1. That Council receive its Work Schedule dated September 2017.

Clause 142-17 above was carried 12 votes to 0, the voting being as follows:

For:

Councillors Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Recommendations from Committee Meetings

143-17

Planning and Strategy Committee Part I Public - 4 September 2017

Consideration was given to Planning and Strategy Committee recommendations as appended to these minutes.

Moved Duncan McCann, seconded Aleisha Rutherford.

RESOLVED

1. That the Committee’s recommendations be adopted.

Clause 143-17 above was carried 11 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Susan Baty, Rachel Bowen, Adrian Broad, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

Councillor Vaughan Dennison.

144-17

Sport and Recreation Committee Part I Public - 4 September 2017

Consideration was given to Sport and Recreation Committee recommendations as appended to these minutes.

Moved Duncan McCann, seconded Aleisha Rutherford.

RESOLVED

1. That the Committee’s recommendations be adopted.

Clause 144-17 above was carried 11 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Susan Baty, Rachel Bowen, Adrian Broad, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

Councillor Vaughan Dennison.

145-17	Community Development Committee Part I Public - 11 September 2017 Consideration was given to Community Development Committee recommendations as appended to these minutes.
	Moved Aleisha Rutherford, seconded Rachel Bowen. RESOLVED 1. That Clause 29-17 of the Committee’s recommendations be adopted.
	Clause 145.1 above was carried 9 votes to 3, the voting being as follows: For: Councillors Susan Baty, Rachel Bowen, Adrian Broad, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Aleisha Rutherford and Tangi Utikere. Against: Councillors Vaughan Dennison, Lew Findlay QSM and Bruno Petrenas.
	Moved Aleisha Rutherford, seconded Rachel Bowen. 2. That the remainder of the Committee’s recommendations be adopted.
	Clause 145.2 above was carried 12 votes to 0, the voting being as follows: For: Councillors Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

146-17

Finance and Performance Committee Part I Public - 18 September 2017

Consideration was given to Finance and Performance Committee recommendations as appended to these minutes.

Moved Susan Baty, seconded Jim Jefferies.

RESOLVED

1. That the Committee’s recommendations be adopted.

Clause 146-17 above was carried 12 votes to 0, the voting being as follows:

For:

Councillors Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford and Tangi Utikere.

Exclusion of Public

147-17

Recommendation to Exclude Public

Moved Tangi Utikere, seconded Duncan McCann.

RESOLVED

“That the public be excluded from the following parts of the proceedings of this meeting listed in the table below.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered		Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution
10.	Minutes of the ordinary meeting - Part II Confidential - 28 August 2017 and the extraordinary meeting - Part II Confidential - 4 September 2017	For the reasons setout in the ordinary minutes of 28 August 2017 and the extraordinary minutes of 4 September 2017, held in public present.
11.	Leave of Absence	Privacy	s7(2)(a)
12.	District Licensing Committee - Appointments	Privacy	s7(2)(a)
13.	Civic Honour Awards 2017	Privacy	s7(2)(a)
14.	Presentation of the Part II Confidential Sport and Recreation Committee Recommendations from its 4 September 2017 Meeting	Commercial Activities	s7(2)(h)
15.	Presentation of the Part II Confidential Finance and Performance Committee Recommendations from its 18 September 2017 Meeting	Commercial Activities and Negotiations	s7(2)(h) and s7(2)(i)

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as stated in the above table.

Also that the persons listed below be permitted to remain after the public has been excluded for the reasons stated.

Chief Executive (Heather Shotter), Chief Financial Officer (Grant Elliott), General Manager, City Enterprises (Ray McIndoe), General Manager, City Future (Sheryl Bryant), General Manager, City Networks (Ray Swadel), General Manager, Customer Services (Peter Eathorne), General Manager, Libraries and Community Services (Debbie Duncan), Human Resources Manager (Wayne Wilson) and Senior Communications Advisor (Sandra Crosbie) because of their knowledge and ability to provide the meeting with advice on matters both from an organisation-wide context (being members of the Council’s Management Team) and also from their specific role within the Council.

Legal Counsel (John Annabell), because of his knowledge and ability to provide the meeting with legal and procedural advice.

Governance and Support Team Leader (Kyle Whitfield) and Committee Administrators (Penny Odell, Carly Chang and Rachel Corser), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting.

Clause 147-17 above was carried 12 votes to 0, the voting being as follows:

For:

Councillors Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

The public part of the meeting finished at 9.19am

Confirmed 24 October 2017

Mayor

Council - Part I 25 September 2017

Recommendations from Committee

TO: Council

MEETING DATE: 25 September 2017

TITLE: Presentation of the Part I Public Planning and Strategy Committee Recommendations from its 4 September 2017 Meeting

Set out below are the recommendations only from the Planning and Strategy Committee meeting Part I Public held on 4 September 2017. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

56-17

Deputation - Te Aroha Noa Community Services

The COMMITTEE RECOMMENDS

1. That the Planning and Strategy Committee receive the deputation for information.

2. That the proposal from Te Aroha Noa Community Services be referred for consideration via the Long Term Plan process.

3. That the request for planning and assistance be referred to the Chief Executive for immediate consideration.

58-17

Annual Section 10A Dog Control Act 1996 Report to Secretary of Local Government

Memorandum, dated 11 August 2017 from the Head of Environmental Protection Services, Graeme Gillespie.

The COMMITTEE RECOMMENDS

1. That the report on the Dog Control Policy and Practices for Palmerston North City Council pursuant to Section 10A of the Dog Control Act 1996 for the period of 2016/17 be adopted.

2. That the Chief Executive report back to the Planning and Strategy Committee on opportunities to address the issue of unsecured roaming dogs.

59-17

Policy for considering applications for the short-term use of public space

Memorandum, dated 16 August 2017 from the Economic Policy Advisor, Peter Crawford.

The COMMITTEE RECOMMENDS

1. That the Policy (attached in Appendix One of the report titled “Policy for considering applications for the short-term use of public space” and dated 16 August 2017 from the Economic Policy Advisor, Peter Crawford) for considering applications for the short-term use of public space be approved.

2. That the Chairperson and Deputy Chairperson of the Planning and Strategy Committee be authorised to make minor amendments to the Policy.

60-17

Parking Trials 2017

Memorandum, dated 21 August 2017 from the Senior Transportation Engineer, Glenn Connelly.

The COMMITTEE RECOMMENDS

1. That the assessment of parking trials as outlined in the report titled “Parking Trials 2017” and dated 21 August 2017 from the Senior Transportation Engineer, Glenn Connelly, be received in response to Council’s parking resolutions of 27 June 2016.

2. That the time limits on metered parking spaces, which previously had two hour time limits, be removed.

3. That the first hour in King Street Car Park remain free and formally be adopted when fees and charges are next set.

Attachments

Nil

Council - Part I 25 September 2017

Recommendations from Committee

TO: Council

MEETING DATE: 25 September 2017

TITLE: Presentation of the Part I Public Community Development Committee Recommendations from its 11 September 2017 Meeting

Set out below are the recommendations only from the Community Development Committee meeting Part I Public held on 11 September 2017. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

23-17

Capacity & Capability Building in the community sector

Memorandum, dated 23 August 2017 from the Community Liaison Team Leader, Peter Grey.

The COMMITTEE RECOMMENDS

1. That the Committee receives the memorandum dated 23 August 2017 and entitled “Capacity and Capability Building in the Community Sector” for information.

2 That the Chief Executive provide a response to the key concerns of the social Well Being Forum report including how the Council could support a more coordinated approach.

25-17

Disability Reference Group update

Memorandum, dated 8 September 2017 from the Community Liaison Team Leader, Peter Grey.

The COMMITTEE RECOMMENDS

1. That the Community Development Committee receives the memorandum dated 8 September 2017 and entitled “Disability Reference Group Update” for information.

2. That Officers report back to Council on the outcome of the investigation by Enable NZ into the development of a disability sector advisory group and identifies any potential opportunities for Council participation.

28-17

Implications of proposed changes to the Social Housing Strategy

Memorandum, dated 22 June 2017 from the Strategy & Policy Manager, Julie Macdonald.

The COMMITTEE RECOMMENDS

1. That the report attached as Appendix One entitled ‘Implications of the proposed review of the Social Housing Strategy’ be received.

2. That the options C and D outlined in the report titled “Implications of proposed changes to the Social Housing Strategy” be referred to the Long Term Plan.

29-17

Healthy Beverage Policy

Memorandum, dated 24 August 2017 from the Policy Analyst, Lili Kato.

The COMMITTEE RECOMMENDS

1. That Council adopt the Healthy Beverage Policy.

2. That the Chairperson and Deputy Chairperson of the Community Development be given delegated authority to approve minor amendments to the attached Healthy Beverage Policy prior to publication.

Attachments

Nil

Council - Part I 25 September 2017

Recommendations from Committee

TO: Council

MEETING DATE: 25 September 2017

TITLE: Presentation of the Part I Public Finance and Performance Committee Recommendations from its 18 September 2017 Meeting

Set out below are the recommendations only from the Finance and Performance Committee meeting Part I Public held on 18 September 2017. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

57-17

Palmerston North Airport Ltd - Comment on Annual Report for 12 months ended 30 June 2017 & Instructions Relating to Annual Meeting

Memorandum, dated 31 August 2017 from the Strategy Manager Finance, Steve Paterson.

The COMMITTEE RECOMMENDS

1. That the Annual Report and Financial Statements of Palmerston North Airport Limited for the year ended 30 June 2017 be received.

2. That the Council shareholder representative be instructed to support the proposed resolutions to be considered at the Annual Meeting of Palmerston North Airport Limited to be conducted by way of resolution in writing.

58-17

Recommendation for Adoption 2016/17 Annual Report

Memorandum, dated 5 September 2017 from the Financial Accountant, Keith Allan.

The COMMITTEE RECOMMENDS

1. That the Committee recommend to Council that the 2016/17 Annual Report and 2016/17 Summary Annual Report be adopted.

2. That the Committee note that an Auditor’s “opinion” from Audit New Zealand would be expected to be received immediately following recommended adoption by Council on 25 September 2017 and Council signing of the reports.

3. That delegated authority is given to the Chairperson and Deputy Chairperson of the Finance and Performance Committee to make minor amendments to the 2016/17 Annual Report and 2016/17 Summary Annual Report.

4. That the Committee note that recommendation 2 be varied in that the Statement of Compliance and Responsibility will also be signed by Grant Elliott, Chief Financial Officer.

5. That the Councillor Portfolios be included on page 9 of the “Year in Review”.

59-17

Capital New Programme Adjustments for 2017-18

Memorandum, dated 14 August 2017 from the Water & Waste Services Manager, Robert van Bentum.

The COMMITTEE RECOMMENDS

1. That a new 2017/18 Rubbish and Recycling Capital New Programme called “Awapuni Lease Property Improvements” with a budget of $40,000 be created by utilising savings of $40,000 from Water Capital New Programme 610 – “Turitea Valley Road / Pacific Drive New Water Supply Link.”

2. That a new 2017/18 Water Capital New Programme called “Turitea WTP Access Road Retaining Wall” with a budget of $180,000 be created by utilising savings of $180,000 from Water Capital New Programme 610 – “Turitea Valley Road / Pacific Drive New Water Supply Link”.

3. That the budget for the 2017/18 Wastewater Capital New Programme “1048 Totara Road WWTP – Construction of New Food Waste Facilities” be revised from $101,000 to $150,000 by utilising savings of $49,000 from Water Capital New Programme 610 – “Turitea Valley Road / Pacific Drive New Water Supply Link.”

4. That the budget for the 2017/18 Wastewater Capital New Programme “570 Totara Road WWTP – Replacement of Inlet Screens (Growth)” be revised from $385,000 to $475,000 by utilising savings of $90,000 from Water Capital New Programme 610 – “Turitea Valley Road / Pacific Drive New Water Supply Link”.

5. That the Chief Executive report back on a process for reallocation and prioritisation of underspending on programmes.

60-17

Victoria Esplanade Erosion

Report, dated 17 August 2017 from the Parks & Property Manager, John Brenkley.

The COMMITTEE RECOMMENDS

1. That Council contribute $125,000 to Horizons RC to rock line the riverbank below the Victoria Esplanade to prevent further erosion occurring in this location as an accommodated operational cost within the City Reserves General Activity. Furthermore it be noted that this contribution is unbudgeted and that the activity will be monitored and any likely overspend be reported back.

Attachments

Nil